Job Description
ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency. We partner with international US clients and integrate our staff members directly within our clients’ operations. We focus on long-term placements where you contribute directly to the client’s success.
About the Role
We are seeking a high-performance Executive Assistant / Project Coordinator to support the Director of Business Intelligence in a fast-moving, complex, multi-entity environment.
This is not a traditional EA role.
You will operate as a critical extension of a senior BI leader— managing executive workload, coordinating cross-functional delivery, and bringing structure to a high-volume, multi-system environment.
The role exists to free up senior technical capacity and ensure operational execution across projects, systems, and stakeholders.
PLEASE NOTE:
- Working Hours: Monday – Friday | 9:00 AM – 6:00 PM EST (3:00 PM – 12:00 AM South African time – subject to daylight savings).
- Public Holidays: This role requires working on both South African and U.S. public holidays (compensation for SA public holidays in accordance with the BCEA).
- Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and wired Ethernet capability is mandatory. Applicants without a fixed fibre line cannot be considered.
- Power Backup: Reliable backup required to manage load shedding or outages. Applicants without a power backup cannot be considered.
- Work Environment: Fully remote.
Key Responsibilities:
Executive Support
- Manage a high-volume inbox, prioritising and summarising key actions
- Own a fast-moving calendar with frequent changes and competing priorities
- Proactively protect the Directors time and manage scheduling conflicts
Project Coordination (ClickUp)
- Attend project kick-offs, take structured notes, and convert discussions into ClickUp task boards
- Track project progress across multiple teams and subsidiaries
- Follow up on deliverables, flag risks, and ensure accountability
Meeting & Documentation Support
- Capture clear, structured meeting notes and action items
- Produce summaries for team visibility
- Support creation of scope-of-work documentation before project initiation
Operational Support
- Own recurring operational tasks currently performed by technical staff (e.g. weekly report extraction across multiple entities in QuickBooks)
- Support CRM and data-related administrative tasks (e.g. HubSpot updates and reporting)
- Continuously identify and absorb repetitive workload from the BI team
Systems & Tools
- Learn and take ownership of new tools as required
- Work across multiple platforms and troubleshoot independently where possible
The Tools You’ll Use:
- ClickUp | Microsoft Outlook | Teams | Excel | OneNote | QuickBooks | HubSpot
Requirements:
- Experience working in technology or similarly fast-paced technical environments is a strong advantage
- Prior exposure to project coordination or project management type work (e.g. tracking deliverables, managing workflows, cross-team coordination)
- Strong Excel skills (advanced formulas required - pivot tables advantageous)
- Extremely organised with strong attention to detail
- Comfortable in a fast-paced, high-volume environment
- Strong communication skills and disciplined follow-through
- Proactive and resourceful — able to work independently once briefed
- Experience with ClickUp or similar tools advantageous
- Familiarity with QuickBooks and/or CRM systems advantageous
- High level of confidentiality and professionalism
- Comfortable supporting technical teams in an operational capacity
Culture & Working Style:
- Fast-moving environment with shifting priorities
- Direct, clear communication style with emphasis on asking questions before acting
- Collaborative and supportive team culture
- Regular video-based meetings and strong cross-team engagement
Growth Opportunity:
This role has strong potential to evolve into a Project Coordination / Project Management function over time, including the possibility of managing junior coordinators as the business scales.
If you are not contacted within 14 working days, please consider your application unsuccessful.
